How to Submit a County Data Request to the DHS Informatics & Analytics Core

These instructions have been created to provide general guidance to researchers seeking services from the DHS Informatics & Analytic Core Facility.

1. Request IRB Approval and Receive a DHS Categorization Score

You will need to obtain IRB approval (or determination of exemption) and a DHS, Research Oversight Board (ROB) Categorization Score. IRB approval is required for all datasets requesting protected health information, including contact information. 
You may need to contact the IRB to obtain your score if your IRB approval letter does not show a "DHS Alignment" score.  
Note that DHS requires a DHS-affiliated co-investigator on your study staff. This person will be responsible for compliance with DHS policies, including data transfer and access policies. 

Helpful Articles
 
IRB Help
DHS Categorization Framework

2. Submit a Request to the DHS Helpdesk

Requests that leverage existing DHS data assets like i2b2 or DHS Reports can often be fast-tracked through navigation services that is supported by SC-CTSI. The Informatics Core facility also offers at-cost data services to research teams that do not already have an analyst that can write DHS reports or data extracts on their staff. 

A) Submitting a request for access to an existing DHS data asset 

You will need the following information handy:

• The DHS "E" or "C" numbers of all IRB approved study personnel in need of access to the data

• IRB Approval Documentation or IRB determination of exemption

• A written description of your study inclusions/exclusion criteria 

• The name of your i2b2 query or DHS Report

• A copy of the i2b2 query dragged into your personal i2b2 workspace, if relevant (you may use "Print Query")

If you wish to use data from DHS's i2b2 , please fill out this form to request your i2b2 dataset, serviced courtesy of UCLA CTSI: h https://redcap.link/i2b2request. 

If you have a prospective study and are requesting access to an existing Orchid or ELM report, please include the information above in a ticket to the DHS helpdesk (helpdesk@dhs.lacounty.gov) - see below for details and how to complete forms

If you have already been in contact with the Informatics Core Team, please update your existing Cherwell ticket notifying us when the form is complete so we can continue to ensure your dataset is delivered. 

B) Submitting a request that is NOT based on an existing DHS data asset (new project)

Please submit an email request to the county help desk helpdesk@dhs.lacounty.gov and include the following:

• The subject line “Research Data Request”

• P.I. Name and Email

• The E or C numbers of all IRB approved study personnel in need of access to the data

• IRB Approval Documentation

• A written description of your study inclusions/exclusion criteria and a data dictionary with the associated concepts you are seeking 

• If available, references to any existing reports in the DHS report library that are similar to your request

  • Please see step 7. Requesting access to an existing DHS report

• Complete and attach the Report Request Form found below 

3. Intake Consultation with the Informatics Team

Once your request is entered into Cherwell (the DHS ticketing system), you will be contacted by the informatics core for a phone consultation to review the following:

• Discuss Sourcing

• DHS Categorization

• Potential Costs

• Timeline

4. Accessing DHS Remote Virtual Desktops

Your DHS-affiliated team member should have access to a DHS computer. If remote access is desired, please review the instructions for Accessing DHS Remote Desktops.

5a. Mapping the Shared Drive Folder

The Informatics Core will create a shared folder on the DHS intranet for file transfer. This folder will be used for the transfer of incoming data and the delivery of outgoing data. If you have already provided your C# or E#, and have received notification from our staff that your folder is ready to be mapped, please follow these steps:

5b. Incoming Data and Approval Documentation for the Informatics Team

Incoming Data Folder

As we collaborate on the data extraction, we will use the "Incoming" folder to make updates to the logic and data specifications you submitted with your original ticket. 

• If this is a new report, please include sample data (at least three patient records manually abstracted for validation) for your request.

• Updates to the data dictionary and any data collection/specification sheets that will help our team better understand and source your data request

  • Example of excel sheet with deliverable data elements here 

• When applicable, a list of the consented participants that define authorized patients.

• A sample extract of three patients

Approval Documentation Folder

Please drop the following items into your approval documentation folder on the informatics shared drive.

• IRB Letter of Approval

• IRB Full Application

• Any Data Specification Sheets attached to your IRB Application

• Any amendment approval letters

• A Full copy of the approved amendment

6. Requesting access to an ELM data asset

If your project includes and ELM report, you will need to access the EAMO/Orchid Management advised that all request for ELM access needs to have ELM account (not ORCHID account, because its different) and it’s a requirement to complete the  web-based training to get  ELM account.

1. Login to Learning Net – with your hosted name & password

2. On Catalog Search Widget, click on Advanced Search

3. Knowledge Base opens, for Delivery Type, click drop down and select Web Based Training

4. On ID field enter 00454442

5. Click on Search Learning Catalog

6. Click Launch on ELM Analytic Training for Non-ORCHID Users.

The WBT does have a Proficiency Test, so please read all that pertains to quiz. Also once completed with ELM Training either open a ticket with completion certificate attach  or send us an email with certificate attach

7. Requesting access to an existing  DHS report

Prospective studies in Category 3 can leverage existing reports in the Report Library (follow instructions on searching, COVID projects may wish to sort by the most recent items to review for relevance if search terms do not surface what is needed) 

Please see instructions below using DHS Intranet. Your DHS PI is responsible for compliance with DHS and HIPAA policy, including minimum necessary and IRB authorized PHI disclosure.  

Step 1 - go to the reports library or copy and paste link to browser: https://lacounty.sharepoint.com/sites/dhs-orchid/SitePages/Reports-Library.aspx

Step 2: follow instructions on how to search (see example for COVID report search and results) here

Step 3a: Review documentation, if it is a PowerInsight Report find the correct Report Category for the report(s) you would like (you will need this in the request form). Go to Step 4.

Step 3b: Review documentation, if it is a Discern report, you should be able to access the report with your DHS login from the Discern Portal link on the

• DHS Virtual Desktop "p0278 Discern Reporting Portal"

• ORCHID Icon → Reports Folder → Discern Reporting Portal → Login → Categories→ Published → <Report Category> →  <Report Name>

  • E.g. ORCHID Icon → Reports Folder → Discern Reporting Portal → Login → Categories→ Published → ED Urgent Care → Firstnet Times Log Report

Step 4: Attach the report access request form to your DHS helpdesk ticket. 

Step 5: We will route the request to the correct access control team

Step 6: Access the report and verify the information is sufficient for chart review. 

Category 3 projects in need of new or enhanced reports may enlist services from the DHS Informatics Core using the recharge service as described in section 2

8. Requesting an i2b2 Account (Optional) 

Data requests are often structured first in i2b2. We will discuss if this is the right path during our consultation process. 

For further assistance, please email cri@usc.edu.